EVENT OVERVIEW WHAT The Greater Reston Chamber of Commerce presents the 25th Annual Taste of Reston, an event featuring two days of restaurants and community vendors, live entertainment on three stages, Wine n Dine and the Family Fun Zone!. This is the ideal marketing opportunity to showcase your business to more than 65,000 potential customers from across the Washington D.C. - metropolitan region over two days. This is one of the largest and most family-friendly events held in Northern Virginia each year. We are proud to share that Taste of Reston was voted Northern Virginia s 2012, 2013 and 2014 Best Food Festival by Virginia Living magazine. WHEN Friday, June 19, 2015 3:00pm 11:00pm Saturday, June 20, 2015 Noon 11:00pm Bonus Carnival Only Sunday, June 21, 2015 Noon - 8:00pm WHERE Reston Town Center, 11900 Market Street, Reston, VA 20190. BENEFICIARY A portion of the proceeds benefit the INC.spire Education Foundation, a 501(c)3 affiliate of the Greater Reston Chamber of Commerce. MORE INFO Greater Reston Chamber of Commerce Lesley Green, Event Contact T: 703.989.9234 F: 703.707.9049 Lesley@M-B-Logistics.com www.restontaste.com 1886 Metro Center Drive, Suite 230 Reston VA 20190 T: 703.989.9234
SPONSORSHIP AGREEMENT Taste of Reston 2015, produced by the Greater Reston Chamber of Commerce (GRCC), will be held on Friday, June 19, 2015 and Saturday, June 20, 2015. Because this is an outdoor event which is subject to sudden changes in the weather, including thunderstorms, high winds, etc. you specifically agree that no refunds will be made as a result of inclement weather during Taste of Reston 2015. As a condition of the Chamber s acceptance of your Sponsorship Agreement, an Authorized Agent must sign the Taste of Reston 2015 Rules & Regulations Agreement and return it to GRCC. I AM COMMITTING TO THE FOLLOWING PARTICIPATION LEVEL: (Please check all that are applicable) Pinnacle Sponsor ($12,500) Chamber Leader Sponsor ($1,000) Media Sponsor ($12,500) Ticket Booth Sponsor ($1,000) Executive Sponsor ($7,500) Beverage Booth Sponsor ($1,000) VIP Tent Sponsor ($7,500) Member Exhibit Booth Sponsor ($750 through March 18, $1000 after March 18) Presidential Sponsor ($5,000) Future Member Exhibit Booth Sponsor ($1,000 through March 18, $1500 after March 18) Icon Sponsor ($2,500) Family Fun Zone! Exhibit Booth Sponsor ($525) Small Business ($250) Future Member Family Fun Zone! Exhibit Booth Sponsor ($625) Wine n Dine Market Place Booth ($525) Future Member Wine n Dine Market Place Booth ($625) My business is a current Boston Properties tenant at Reston Town Center. Company Name (as you wish it to appear in all printed and electronic materials) Address Contact Name Card Holder s Name Phone Phone Fax Fax Email Email Company Website Cardholder s Signature METHOD OF PAYMENT Check (Make payable to the Greater Reston Chamber of Commerce) Send Invoice (Payment due prior to event start date of June 20, 2015) Visa Master Card American Express Card# Exp. Date Name as it appears on card CVC # (typically found on back of card) Cardholder Signature Please email this agreement and the signed Rules & Regulations Agreement to Lesley@m-b-logistics.com to hold your sponsorship, and mail the originals along with full payment to: Greater Reston Chamber of Commerce, ATTN: Taste of Reston, 1763 Fountain Drive, Reston, VA 20190. If you have any questions, please contact Lesley Green at 703.989.9234. 1886 Metro Center Drive, Suite 230 Reston VA 20190 T: 703.989.9234
SPONSORSHIP OPPORTUNITIES SMALL BUSINESS SPONSOR Looking for a way to show your support of your Chamber and get your name out to the Greater Reston Community? Become a Small Business Sponsor and receive the following benefits: Company name displayed with other Small Business Sponsors on signage at the Chamber related booth throughout event. Company listed on the Chamber s Taste of Reston event website (www.restontaste.com) as a Small Business Sponsor. 1 VIP Tent wristband for the VIP Hospitality Tent for use by company VIPs. 10 Taste of Reston Tickets INVESTMENT: $250 (Current Chamber Members Only) Please Note: This opportunity does not include a booth space. 1886 Metro Center Drive, Suite 230 Reston VA 20190 T: 703.989.9234
ELECTRICAL NEEDS FORM Yes, my booth needs electricity. No, my booth does not need electricity. (Do not complete/sign this page if no). Electricity will be available for vendors from their vendor booth(s) upon request with additional cost. Vendors will have access to 20 AMP power outlets. 20 AMP power outlets will supply power for appliances that equal up to a total of 20 AMP's. The following Iist shows the standard AMP for various appliances: Common Devices and Their Loads (120v): 100 Cup Coffee Pot 13.75 amps, Commercial Blender 12.5 amps, 170k BTU Heater 12.5/5.5 amps, 300 watt Gel Spot 2.5 amps, Dixie Light Strand 1.66 amps, Globe Light Strand 3.33 amps, 12" Pole Fan 1.1 amps, 30" Pedestal Fan, 0/2.3 amps, Popcorn Machine 11.2 amps, Sno-Cone Machine 7.0 amps, Frozen Drink Machine 12 amps, PortA Cool 5 amps. Participating Vendor Primary Contact Phone Fax Email Address City State Zip Electricity Cost: $250 first 20 AMPs $100 for each additional 20 AMPs needed. Please submit a special request for special electrical needs i.e. appliances carrying more than 20 AMPs. If it is determined by our electrician that more power is required at your booth, an additional cost will be applied with payment required immediately. LIST OF ITEMS Please list all appliances that are to be plugged in an electrical outlet. (20 amps I 2 outlets) (Please understand: 20 AMPs total/outlet - Penalty fees will apply) 1. Amps 2. Amps 3. Amps Please use additional paper for other appliances needing power. I understand electricity needs must be ordered through the Greater Reston Chamber of Commerce as this is the only electricity allowed to flow through the event. I further understand my vendor booth may not provide electricity through my own resources - all electricity must be through the event. There is a maximum electrical demand of 20 AMPs per outlet (Unless special agreements are made with GRCC). Said limits are final and non-negotiable. Those who violate any of the said limitations will be fined $200 to come out of the Participants 60% event revenue payout or to be charged to credit card made available by sponsors. Electricity must be paid for by credit card for all non-food vendor participants. I UNDERSTAND THE IMPORTANCE OF GIVING ACCURATE INFORMATION FOR THE ELECTRICAL NEEDS WITHIN MY BOOTH. BY SIGNING BELOW I AM STATING THAT THE ABOVE INFORMATION IS BOTH ACCURATE AND CORRECT. METHOD OF PAYMENT Check (Make payable to the Greater Reston Chamber of Commerce) Send Invoice Visa Master Card American Express Card# Exp. Date Name as it appears on card CVC # (typically found on back of card) Cardholder Signature Please email this form and the signed Rules & Regulations Agreement to Lesley@m-b-logistics.com, and mail the originals along with full payment to: Greater Reston Chamber of Commerce, ATTN: Taste of Reston, 1763 Fountain Drive, Reston, VA 20190. If you have any questions, please contact Lesley Green at 703.989.9234.
RULES AND REGULATIONS, PAGE 1 OF 6 Taste of Reston, produced by the Greater Reston Chamber of Commerce, will be held on Friday, June 19, 2015 and Saturday, June 20, 2015 at the Reston Town Center. The event will be open to the public from 3:00 pm -11:00pm on Friday and Noon - 11:00pm on Saturday. Food service may end between 10:00pm and 11:00pm, however, trucks will not be allowed on the streets until after 11:OOpm. DEFINITIONS USED HEREIN GRCC Greater Reston Chamber of Commerce. RTC Participant Facility Reston Town Center, LLC; Boston Properties; B&B Portfolio JV, LLC; Reston Urban Core Association; Reston Town Center Joint Committee; One Freedom Square, LLC. Each person, organization, retailer, food & beverage vendor that has made application for space, at Taste of Reston 2015, by executing a Food Vendor Application or a Sponsorship Agreement Form. Reston Town Center. 1. DEADLINE FOR PARTICIPATION If you have participated in the event in the past, the deadline to exercise first right of refusal to participate is February 28, 2015. Thereafter space will become available on a first-come first-received basis. If you are new to the event and have not participated in the past, applications will be accepted from February 15, 2015 May 8, 2015. It is possible limited booth space may be available after May 8, please call Lesley Green for availability. The completed paperwork for all participating Taste of Reston 2015 applications, fulfilling the conditions herein, must be submitted for review no later than Friday, May 8, 2015, to the Greater Reston Chamber of Commerce (referred to hereafter as GRCC). Booth space will be confirmed once full payment, the signed Sponsorship Agreement, Rules & Regulations Agreement, and, if applicable, the Food Vendor Information Form have been received by GRCC. These documents are due no later than Friday, May 8, 2015. Booth space for this event is limited and Participant specifically understands that there may be no more space available by the time it submits all paperwork and payment even if all submissions and compliance are timely. GRCC reserves the right to accept or deny any application submitted for participation in GRCC s Taste of Reston in its sole and arbitrary discretion. Please note that we strive to maintain a balanced representation of industries among our participants. You will be notified of your acceptance via email.
[RULES & REGULATIONS, PAGE 2 OF 6] 2. ASSIGNMENT AND USE BY OTHERS Participant space is restricted to one organization per space and the participant may not assign its space or permit any other person, firm or organization to use any part of such space without the express written permission of GRCC. 3. CANCELLATION GRCC s Taste of Reston 2015 is a rain or shine event and no refunds or cancellation of authorizes charges will be made due to cancellation of the Event or any portion thereof due to inclement weather or any other cause not within the control of the GRCC. Written requests for refunds delivered to GRCC prior to May 8, 2015 will be honored. Therefore all deposits are non-refundable after May 8, 2015 and all authorizations for charges non-cancellable. 4. SETUP Participant set up time is on Friday, June 19 from 11:00am - 2:00pm and Saturday, June 20 from 7:00am - 10:00am. All production vehicles must be removed from Market Street by 2:00pm on Friday and 10:00am on Saturday. Vehicle access to tents during the event will not be available. A final packet of logistical information will be emailed to the main point of contact listed on application during the week of June 8, 2015 5. DURATION OF THE EVENT All tents located along Market Street must be staffed Friday from 3:00pm - 11:00pm, Saturday from Noon - 11:00pm. Wine n Dine participants will be notified of logistics during the week of June 8, 2015. 6. BREAK DOWN GRCC s Taste of Reston ends at 11:00pm on Saturday, June 20, 2015. Vehicle and other access to Market Street and all blocked off streets for breakdown will be determined by Town Center Security (in light of existing conditions at approximately 11:30pm). 7. TENTS Each Food Vendor Participant booth (tent) will be equipped with two (2) eight-foot tables, disposable table cloths and a trash can w/liners. Food Vendors that plan to use a grill must provide all the necessary equipment (grill, charcoal, etc.) and indicate on Application. All grills must be placed outside the tent between booths. (Refer to your Food Vendor Application and Menu Selection Form for details and certain restrictions that will apply). Sponsor Booth (tent) will be equipped with one (1) eight-foot table and two (2) chairs in addition to the 10x10 tent. Solicitation of attendees must be conducted within the designated 10 x10 booth space. All participant supplies and signage must remain within the designated 10 x10 booth space. 8. CODE COMPLIANCE Food vendor participant is required to adhere to all laws and provisions established by the Commonwealth of Virginia, Fairfax County, including the Fairfax County Health Department, and the Fairfax County Fire and Rescue Department Office of the Fire Marshal, and all other federal, state and local laws, rules and regulations applicable to its business and the Taste of Reston 2015 event.
[RULES & REGULATIONS, PAGE 3 OF 6] 9. CERTIFICATE OF INSURANCE REQUIREMENTS Participant must assume responsibility for, and agree to indemnify and hold GRCC, Reston Town Center and their respective officers, owners, employees and agents harmless from any liability or expense, including governmental charges or fines and attorney's fees, in connection with any and all claims, demands and causes of action, created by, arising out of or resulting from (i) Participant installation, removal and maintenance of space and supplies; (ii) Any goods, products, samples or souvenirs made available by participant; (iii) Participant activities at the Taste of Reston 2015 and occupancy or use of the facility or any part thereof. By executing the Food Vendor Application or Sponsorship Agreement Form and this document, Participant warrants that it has and shall maintain in full force and effect through the dates of the GRCC s Taste of Reston 2015 comprehensive general liability insurance, with coverage including personal injury, broad form property damage, contractual liability, operations hazard, and products liability, in limits of not less than $2,000,000 which insurance specifically covers all Participant activities on or off site of the facility and related to the GRCC s Taste of Reston 2015 event. Minimum Limits of Insurance Participant shall maintain limits no less than: General Liability $2,000,000 Per Occurrence for Bodily Injury and Property Damage $2,000,000 General Aggregate Note - these limits can be obtained through a combination of general liability and excess liability insurance. Required Additional Insured Endorsement Participant must deliver TWO separate certificates of insurance to GRCC. The insurance policy must be endorsed to show the following parties as additional insured. COl #1 Should carry the following information: DESCRIPTION GRCC, its officers, directors, employees, successors and assigns. HOLDER Greater Reston Chamber of Commerce, 1763 Fountain Drive Reston, VA 20190 COl #2 Should carry the following information: DESCRIPTION Reston Town Center, LLC; B&B Portfolio JV, LLC; Boston Properties; Reston Urban Core Association, Inc.; it's officers, directors, employees, successors and assigns, the Reston Town Center Joint Committee, it's officers, directors, employees, successors and assigns. One Freedom Square, LLC; its officers, directors, employees, successors and assigns. HOLDER Reston Town Center, LLC 11921 Freedom Drive, Suite 100, Reston, VA 20190
[RULES & REGULATIONS, PAGE 4 OF 6] 10. FOOD VENDOR MENU SELECTION & BEVERAGES There are no restrictions on the cuisine that you can feature at this event, however, selections should be coordinated with the Taste of Reston Committee to avoid duplication (refer to your Food Vendor information form for details and certain restrictions that will apply). ALL BEVERAGES WILL BE SOLD EXCLUSIVELY BY GRCC through identified beverage booths. Menu selection must be limited to include only ONE item at 5 tickets; ONE item at 4 tickets, and THREE items at 3 tickets or less. Menu selection form is due with the application. Any changes made to the menu must be submitted via email to Lesley@m-b-logistics.com. 11. TICKET SALES, PROCEDURES AND MEETING FOR FOOD VENDORS GRCC will handle all cash transactions for Taste of Reston 2015. No cash transactions are allowed on premises, other than at designated Taste Ticket Booths and Wine n Dine Market Place Vendors (new for 2015) all located within the same area of the Taste of Reston event on Saturday, June 14, 2015. Attendees will give Taste Tickets to Food Vendors, valued at $1 each, in exchange for food & beverage service. If possible, collected tickets should be bundled into groups of 50 to facilitate ease of collection and accounting issues during the event. If tickets are not bundled into groups of 50, Participant will lose the right to dispute the final ticket total, which will be tallied by the Chamber with a scale/weight ticket system. Booth space includes a 10' x 10' white tent, two 8' tables with disposable cloths, trash can with liners, booth identification sign, listing on the events brochure. Participating food vendors will receive 60% of the value of the tickets collected from your booth (tickets are valued at $1 each). Booth space will be confirmed once full payment and food vendor application has been received. REMAINING DOCUMENTS ARE DUE NO LATER THAN FRIDAY, MAY 2, 2015. Cash transactions are not permitted anywhere on the premises during this event, outside of the official Taste of Reston Ticket Booths. All beverage sales will be confined to the Taste Beverage Booths located throughout the event site. No other beverage sales will be permitted. The final packet of event materials will be emailed to the designated point of contact listed on your application during the week of June 2, 2015. If you are new to GRCC s Taste of Reston, you must attend a mandatory Food Vendors meeting scheduled for Monday, June 8, 2015 at 10:30am at GRCC.
[RULES & REGULATIONS, PAGE 5 OF 6] 12. EVENT CLEAN UP Food vendor participant will not be allowed to dump grease or any other debris on the street or into the curbside storm water drain at any time. Participant must make arrangements to dispose of grease and any other materials in the dumpsters or receptacles provided for such purpose. Any Participant that fails to clean up their individual booth or abide with the rules and regulations stated herein, will forfeit the opportunity to participate in next year's event and shall be fully and solely liable for the cost incurred in any such clean-up or repairs. In cases where cleanup and/or damage repair is required, the cost incurred will be deducted from the Participant's share of the net proceeds before the Participant's final check can be issued, however, Participant shall pay any balance still remaining due for such clean-up or repair costs within ten days of the event. Each Participant authorizes GRCC to issue a charge against its credit card for any cleanup and/or damage repair expense for which GRCC is not fully compensated by the Participant s share of the net proceeds, if any, to which it otherwise may be entitled. Any items left by the participant will be deemed as trash and disposed of appropriately and immediately. 13. SALES TAX It will be the responsibility of each food vendor participant to comply with all federal, state and local tax ordinances. Sponsor participants, other than Food Vendors, may not sell or raffle any items during the event. 14. ELECTRICITY Electricity will be made available to vendors at the vendor s booth(s) for an additional cost by completing the electrical needs form. Vendors will have access to 20 AMP power outlets. 20 AMP power outlets will supply power for appliances that equal up to a total of 20 AMP's. The following list shows the standard AMP for various appliances. If it is determined by our electrician that more power is required at your booth, an additional cost will be applied with payment required immediately. Common Devices and Their Loads (120v): 100 Cup Coffee Pot 13.75 amps, Commercial Blender 12.5 amps, 170k BTU Heater 12.5/5.5 amps, 300 watt Gel Spot 2.5 amps, Dixie Light Strand 1.66 amps, Globe Light Strand 3.33 amps, 12" Pole Fan 1.1 amps, 30" Pedestal Fan, 0/2.3 amps, Popcorn Machine 11.2 amps, Sno-Cone Machine 7.0 amps, Frozen Drink Machine 12 amps, Port A Cool 5 amps. Electricity Cost: $250 first 20 AMPs $100 for each additional 20 AMPs needed. Please submit a special request for special electrical needs i.e. appliances caring more than 20 AMPs. Electricity needs must be ordered through and supplied by GRCC as the exclusive supplier for the event. Vendors may not utilize a generator or otherwise provide electricity through their own resources. All non-food vendor participants must authorize a credit card charge for electricity charges. All food vendor participants authorize GRCC to deduct the cost of electricity from their share of the value of the tickets collected from their booth. Those who violate any applicable limitations authorize a charge of $200 to come out of the Participants 60% event revenue payout of to be charged from the credit card made available by Participant.
[RULES & REGULATIONS, PAGE 6 OF 6] 15. BOOTH PARTICIPATION RESTRICTIONS Participants are encouraged to market their business to attendees by distributing promotional materials. Balloons may be used for display purposes, but may not be distributed to event attendees. All balloons must be popped and discarded at the end of the event. Event signage is the property of GRCC and must remain in the designated hanging location within the booth throughout the event. No goods or services, including tickets, or promotions of any kind may be held for sale or sold by non-food vendors from your booth. Solicitation of attendees must be conducted within the designated 10'x10' booth space. All participant supplies and signage must remain within the designated 10'x10' booth space. 16. EVENT T-SHIRTS Sponsors receive a designated amount of event t-shirts based on sponsorship level chosen. Final t-shirt confirmation of sizes and number of shirts (not to exceed sponsorship level) will be due to the event no later than June 1. T-shirts will be available based on the sponsor data collected.
Participant hereby acknowledges it has read, fully understands and agrees to abide by all rules and regulations for GRCC s Taste of Reston 2015. Participant further acknowledges the signature below is from an authorized agent of participating company. Signature of Authorized Agent for Participant Printed Name Company Name Date Signature of Authorized Agent for GRCC Printed Name Greater Reston Chamber of Commerce Date PLEASE RETURN TO Greater Reston Chamber of Commerce Attn: Lesley Green 1886 Metro Center Drive Suite 230 Reston, VA 20190 T: 703.989.9234 Lesley@m-b-logistics.com